The Digital Toolkit Powering My PhD Journey

Pursuing a PhD is an exciting intellectual adventure—but it’s also a juggling act of reading, writing, organizing, analyzing, and staying sane. Over time, I’ve discovered a set of tools and apps that support my research, writing, and well-being. In this post, I want to share what’s currently in my digital toolbox and how each tool helps me stay focused, productive, and balanced.

1. Writing and Note-Taking

Scrivener (currently testing my workflow with this app)

When I started the PhD program, I used Microsoft Word to write my thesis. But I quickly realized how difficult it was to navigate long documents and connect ideas effectively.

That’s why I’ve switched to Scrivener for now. Configuring the settings took some effort to ensure the formatting was right, but navigating and organizing my thesis has been much easier since switching. I love its flexibility and how it allows me to organize chapters, sections, and notes in one place.

Obsidian / Notion

This is where I take notes from readings, lectures, and meetings. The ability to link ideas and organize them visually has helped me create meaningful connections in my research.

2. Reference and Knowledge Management

Zotero

An essential tool for managing references, saving articles, and creating citations with ease. I use it to store academic papers and generate bibliographies without stress.

NotebookLM

This has become one of my favorite tools for working with long PDFs and documents. I can upload research articles or lecture notes and ask NotebookLM questions about the content. It’s like having an AI-powered research assistant that helps me analyze, summarize, and extract insights from dense material.

ChatGPT / Perplexity

These tools help me brainstorm, outline ideas, and explore new perspectives on my research topics. ChatGPT clarifies my thinking through guided questions and reflections, while Perplexity is great for quickly summarizing complex subjects or finding academic sources. They’ve both become essential for making progress when I feel stuck or want to explore something from a fresh angle.

Claude / Gamma

For creating presentations and visual storytelling, I’ve been using Claude to help me draft compelling slide content with clarity and structure. I’ll soon be trying Gamma as well, which promises a beautiful and intuitive design experience for modern presentations. These tools help me bring my ideas to life visually for class presentations.

Mapify

Mapify has been a powerful tool for organizing my thinking and planning across different dimensions of my PhD. I use it to create interactive maps that help me visually structure my ideas, understand topics from various courses, and track research themes across time. It’s particularly useful for strategic thinking.

3. Task and Project Management

Google Calendar / Outlook Calendar

My schedule lives here. I block focused work sessions, deadlines, meetings, and even breaks—because rest is also part of the process.

4. Reading and Summarizing

Recall

When I want to extract insights from lectures, interviews, or YouTube videos, I use Recall. It summarizes video content clearly and concisely, allowing me to focus on key points without spending hours rewatching.

Speechify

When I’m tired of staring at a screen or want to absorb readings while walking or doing chores, I turn to Speechify. It turns articles, PDFs, and even my own notes into audio, allowing me to continue learning on the go. It’s a game-changer for multitasking and reducing screen fatigue.

Notta

Notta is a transcription tool I’ve recently added to my workflow. I use it to transcribe classes. Its accuracy and multilingual support make it a great tool especially when I want a clean and editable transcript to reference or quote in my research.

5. Self-Care and Focus

Lifestack

It helps me design my day with intention by tracking habits, managing energy levels, and keeping me aligned with my priorities throughout the day.

Rize

I’ve also been using Rize, an intelligent time-tracking app that gives me detailed feedback on how I spend my time, helping me improve focus and reduce distractions throughout the day.

My PhD journey is supported not just by knowledge and discipline, but by tools that make the process smoother and more enjoyable. These apps help me create structure, reduce overwhelm, and focus on what matters most: learning and contributing something meaningful. If you’re on a similar path, I hope this list helps you discover something useful for your own workflow.

The Strength Formula: Redefining Success from the Inside Out

What if success wasn’t about speed, hustle, or constant achievement?

What if, instead, success was a quiet, deliberate unfolding — a path walked with clarity, depth, and strength?

Over time, and through deep reflection, I’ve come to realize that success is not a singular event. It’s not a promotion, a number on a scale, or a round of applause. It’s the result of a process — an inner architecture built through daily choices, mindset, and values.

I call it: The Strength Formula.

Success = Self Awareness + Prioritization + Focus + Consistency + Patience + Slow + Curiosity + Flexibility + Courage ⇒ Strength

Each component plays a vital role — and together, they don’t just lead to success.

They become the very definition of it.

🔹 Self-Awareness

Everything begins here. Without knowing yourself — your values, limits, needs — it’s easy to chase someone else’s version of success. Self-awareness is the compass.

🔹 Prioritization

You can’t do it all, and you shouldn’t try. Prioritization is how you honor your energy, time, and vision. It’s not about saying “no” to everything — it’s about saying a resounding “yes” to what matters.

🔹 Focus

The art of being fully present. Focus turns scattered effort into meaningful progress. It’s what helps you go deep instead of wide — and deep is where growth lives.

🔹 Consistency

Not glamorous, but essential. Consistency turns sparks into fire. When you show up — especially when you don’t feel like it — you’re quietly becoming unstoppable.

🔹 Slow (Deliberate Action)

This one matters deeply to me. I separated slow from patience because slow still implies action — but it’s deliberate, thoughtful, intentional. In a world that rewards urgency, slow is a rebellion. It says: “I’m here for the long run.”

🔹 Patience (Stillness in Time)

Patience, on the other hand, is stillness. It’s the quiet strength of waiting, trusting, allowing things to unfold. It’s resting when needed. It’s knowing that some progress is invisible until it blooms.

🔹 Curiosity

Curiosity turns obstacles into questions. It keeps the journey playful. It’s the opposite of ego — curiosity is humble, open, and always willing to learn.

🔹 Flexibility

Because life will never go exactly as planned. Flexibility is how you adjust without losing your core. It’s strength in motion — like bamboo in the wind.

🔹 Courage

The glue. Courage is needed to start, to keep going, to speak up, to rest, to pivot. Without it, none of the above take root. It’s the quiet power to choose growth, even when it’s uncomfortable.

💪 Why Strength?

Because success without strength is fragile.

And strength — true, rooted, resilient strength — comes from living these values day by day. Mental strength, emotional strength, physical strength… they’re all connected.

This isn’t a formula for achieving more. It’s a formula for becoming more.

📝 Reflection

If this formula resonates with you, try asking yourself:

  • Where in this formula am I already strong?
  • Which part needs more attention right now?
  • What would happen if I lived this formula, one day at a time?

You don’t have to do it all perfectly. Just consistently. Just slowly. With curiosity, flexibility, and courage.

That’s how strength is built. That’s how success begins.

The Two Paths of Learning: Training and Observation

We’re always learning—whether we realize it or not. But not all learning happens the same way. Some lessons come from structured instruction; others sneak in quietly through observation. As I reflect on my own journey—through leadership, academia, and personal growth—I’ve come to see these two paths as essential, complementary, and powerful in different ways.

1. Learning by Training: The Power of Structure

This is the kind of learning we associate with classrooms, certifications, online courses, or coaching. It’s formal, deliberate, and often efficient. You’re taught the steps, the why behind them, and the expected outcomes. It’s the world of frameworks, blueprints, and best practices.

I’ve relied on this kind of learning many times—when preparing for a new role, earning a certification, or diving into a new field. It gives clarity and accelerates mastery. But it has its limits. Training can tell you what to do and how to do it, but it doesn’t always show you when to apply it, or why it matters on a human level.

2. Learning by Observation: The Art of Absorption

Then there’s the quieter kind of learning—the one that happens when no one is officially teaching. You learn by watching how a colleague handles conflict, how a mentor speaks in meetings, or how a friend responds to challenge. This path is slower, less predictable, but often deeper.

I’ve learned some of the most important lessons in leadership and life simply by observing others. How someone listens. How they remain calm in chaos. How they navigate ambiguity with grace. These lessons can’t be taught in a slide deck. They must be witnessed.

And sometimes, the most impactful observations are those that teach us how not to act.

There have been moments where watching someone interrupt, dismiss, or act from ego made something crystal clear: I don’t want to be like that. These moments can be just as formative as witnessing excellence. They sharpen our values and guide our choices, often more powerfully than a textbook ever could.

The Dance Between the Two

Neither path is better—they work best together. Training gives us a foundation. Observation gives us nuance. One gives us the map; the other helps us read the terrain. Together, they build not only knowledge but also wisdom.

As Aristotle might say, we don’t just learn by knowing—we learn by doing, imitating, and reflecting. He explores these key philosophical ideas about learning and knowledge in his works, particularly the Nicomachean Ethics and Poetics.

A Question to Reflect On

Where in your life are you relying too much on training and not enough on observation? Or vice versa?

Sometimes the next lesson is right in front of us—quietly unfolding in someone else’s actions, or reactions.

What I Learned in My Second Semester of the PhD (Beyond Theory and Methods)

I just finished my second semester of the PhD, and today I’m allowing myself to fully rest — and to fully celebrate.

These past weeks have been intense. Between final essays, presentations, and all the mental load that comes with academic life, I found myself running on pure determination at times. But here I am, on the other side of the storm, and it feels like a moment worth pausing for.

This semester wasn’t just about theories and research methods. It was about endurance. About carving out time to think while managing work, life, and everything in between. It was about showing up to class even when I was tired, and still finding myself moved by a line in a book, a discussion with classmates, or a quiet insight that came unexpectedly.

It was also a semester full of new skills and challenges — the kind I didn’t expect when I first signed up for this journey.

  • I learned about the publishing process, as the school is working on publishing a book that will include a chapter from each of our theses. Seeing our academic work take on a more public shape is both exciting and humbling.
  • I also learned how to conduct and edit a video interview, which was part of an assignment that pushed me to connect with someone else’s story in a deeper way.
  • And I recorded my first podcast episodes, learning the basics of scripting, recording, and sharing ideas through audio. I never thought I’d enjoy podcasting so much — but I did.

More than anything, this semester reminded me that growth often happens in silence — in the late-night reading sessions, the late classes on Mondays and Saturday mornings when I had to talk myself into staying focused, and the afternoons I spent editing the same paragraph over and over. It taught me that I’m more resilient than I thought, and that my desire to learn is stronger than any obstacle in my schedule.

There were also small victories that I hold close: the moment an assignment came together, a thoughtful comment from a professor, or the realization that a concept I struggled with last semester now feels like second nature. Those moments remind me that this journey is working — little by little, it’s shaping the way I see the world and the way I see myself.

Next semester, I want to carry this learning with more gentleness. I want to keep being disciplined, yes, but also kinder to myself in the process. I’ve come to understand that rest is not a reward — it’s part of the work.

Today, I’m simply resting. But beneath the calm, there’s a quiet sense of pride. Because this wasn’t easy — and I did it anyway.

The Power of Closing Cycles: Why Endings Deserve Attention

We often celebrate beginnings—a new job, a new year, a new relationship—but we rarely give endings the attention they deserve. And yet, over the past few years, I’ve learned that how we end things can be just as important as how we start them.

I’ve become intentional about closing cycles. Not just the big ones like moving cities or leaving a job, but the small, everyday ones too—like how I end my workday, how I wrap up a conversation, or how I say goodbye after a visit to see family. Each closure is an opportunity to reflect, to honor what was, and to make space for what’s next.

Why Closing Cycles Matters

Leaving things unfinished—or worse, pretending they didn’t happen—creates mental clutter. It lingers. It takes up space in our minds and hearts, making it harder to move forward with clarity and intention. I’ve felt it in my own life: the emotional weight of half-closed chapters, the open tabs in my brain.

But when I consciously bring things to a close, something shifts. There’s peace. There’s resolution. There’s a subtle but powerful sense of integrity in saying, “This mattered. It happened. It’s complete.”

The Practice of Closure

For me, closing cycles isn’t dramatic—it’s mindful.

Sometimes it looks like writing a few lines in my journal at the end of the day, acknowledging the good and the not-so-good. Sometimes it’s sending a thank-you message after finishing a project. Other times, it’s more symbolic: taking a solo walk to process a difficult goodbye.

These simple acts help me integrate the experience, rather than rush past it.

Closing the Big Cycles

While small daily closures have their place, sometimes we need to revisit the big chapters of our lives to fully close them. Over the past year, I did something that felt deeply necessary: I returned to a few cities where I once lived—places that shaped me, challenged me, and held pieces of who I used to be.

When I first left those places, life was a whirlwind. Busy, busy, busy. Packing, deadlines, logistics. I didn’t give myself the space to say goodbye—to really walk those streets one last time, take in the views, or sit with the emotions of leaving.

Going back, this time with no rush, allowed me to close those chapters with presence. I wandered familiar neighborhoods with new eyes. I visited my favorite restaurants, took long walks, and let the memories surface. It was quiet, emotional, and healing. Those visits weren’t about nostalgia—they were about honoring who I was back then and letting go of what no longer belonged to me.

Sometimes closure isn’t just emotional; it’s physical. It’s returning, witnessing, and releasing.

Endings Are Not Failures

One of the biggest mindset shifts I’ve had is understanding that endings aren’t always sad. And they definitely aren’t failures. Letting go of a habit, a routine, or even a dream that no longer fits is an act of courage, not weakness. It’s a way of saying, “I respect myself enough to not stay stuck.”

I’ve also learned that some cycles need to close before we feel ready. And that’s okay. There’s wisdom in moving on even without a perfect sense of closure. Sometimes we find the meaning later.

What I’ve Gained

By honoring closures, I’ve gained clarity. Emotional space. Confidence. And more than anything, a sense of flow—of being able to transition from one season to the next without dragging old stories behind me.

It’s still a work in progress. But now, I no longer rush to the next thing without asking myself, “Have I closed this well?”

What cycles are still open in your life?

Maybe it’s time to give them the goodbye they deserve.